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Lost Property Register

Log, secure, match and close found or reported-lost items with this editable Lost Property Register. Guest-experience and operations teams complete Event Setup, record each item in Lost Property Log, then run Storage Audit counts for retained property. It is an operational record for event lost-property handling only — not legal advice on retention, disposal compliance or police reporting obligations.

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Format
XLSX
Difficulty
Advanced
Time
45 min
Stage
Build → Run

What this resource helps you do

  • Capture the essential lost property register inputs in one place
  • Hand off a consistent template across event operations owners
  • Reduce last-minute gaps before the build milestone
  • Track statuses, owners, and follow-ups across the full planning cycle
  • Export a shareable view for stakeholders and suppliers

When to use this resource

  • When a controlled storage location and authorised handlers are assigned
  • During the event as items are found or losses are reported
  • During daily storage audits and post-event close-out of retained items

What is included

  • lost-property-register.xlsx
  • XLSX download package
  • Instructions: Steps to assign storage control, log items, limit sensitive data and close records with evidence.
  • Event Setup: Shared event context including lost-property owner, storage location and retention period.
  • Lost Property Log: One row per found item or reported loss with description and matching status.
  • Storage Audit: Daily controlled inventory comparing expected items with counted stock.

Information required before starting

  • Storage location, owner and retention period from Event Setup
  • Item description, location found or reported, category and distinctive features
  • Return, transfer, donation or disposal evidence when closing a record

What you produce

  • Lost property log with unique item references
  • Storage audit difference counts
  • Closed records with return or disposal evidence

Who this is for

This resource is designed for Event organisers who need a practical, reusable document for event operations.

  • guest experience manager

    Owns guest-facing lost-and-found matching and return conversations.

  • operations manager

    Controls storage access, audits and close-out evidence.

  • venue manager

    Aligns venue lost-property handling with the event register and storage location.

Event-type use cases

  • festival

    Handles high volumes of found items across a multi-zone site.

  • venue event

    Provides a controlled lost-property log for indoor venue operations.

  • conference

    Tracks lost devices and personal items through registration and session areas.

How to use this resource

  1. 1

    Set storage controls

    Complete Event Setup with storage location, authorised owner, security contact and retention period.

  2. 2

    Log items immediately

    Create a Lost Property Log row with a unique reference, description and distinctive features as soon as an item is found or reported.

  3. 3

    Limit sensitive data

    Avoid recording unnecessary personal information while still enabling claimant verification.

  4. 4

    Run Storage Audit

    Count retained items daily and review differences between expected and counted stock.

  5. 5

    Close with evidence

    Verify claimants for high-value items, then close each record with return, transfer, donation or disposal evidence.

Common mistakes to avoid

  • Treating the register as legal retention or disposal compliance advice — Use it as an operational record only and follow your organisation’s legal policy for retention and disposal.
  • Logging items without a unique reference — Assign a unique Record ID when the item is first logged.
  • Skipping storage audits — Complete Storage Audit rows so retained inventory remains controlled.

Download files

Unlock this resource above to download every included file. Companion files do not need a separate form.

Lost property register — editable XLSX

Editable Excel workbook with Instructions, Event Setup, Lost Property Log and Storage Audit sheets for operational lost-property control.

When to choose it: Use on site to log found items, audit storage and close returns or disposals.

XLSX · 11 KBLocked

Continue your planning workflow

← Previous stepLive Issue Log TemplateNext step →Moderator And Host Briefing GuideNext step →Accessibility Planning WorkbookNext step →Accreditation And Credential Matrix

Take this workflow into EventSuite

Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.

Get startedStart your setupConnect your event operations to EventSuite — ticketing, vendors, marketing, and analytics in one platform.Talk to usBook a demoSee how EventSuite can replace spreadsheets and manual processes for your events.

Event management

Run events end-to-end from brief to post-event reporting.

Frequently asked questions

Frequently Asked Questions

Does this provide legal retention or disposal compliance?+

No. It is an operational record for logging, auditing and closing items. Follow your organisation’s legal and policy requirements separately.

Which sheets log found items and audit their storage status?+

Instructions, Event Setup, Lost Property Log and Storage Audit.

Should high-value items be released without checks?+

No. The workbook instructs teams to verify claimants before releasing high-value or identity items.

When should the storage audit be performed?+

Run it at the Event Setup cadence and after major intake or release periods. Investigate count differences and record closure evidence.

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